1. The Organisation As A System An information management framework
Document Life Cycle
The Performance Organiser

2. The Performance Organiser
Document Life Cycle
All of the information that an organisation has at its disposal is an asset for exploitation (as part of a knowledge base) or communication.
Many information sources are stored in databases and adding to or editing database content can be carefully controlled by means of interfacing applications. Documents in comparison are ad hoc in that the nature and quality of content will vary from document to document.
Documents are constantly being generated, often within a storage system that is uncontrolled too.
The Performance Organiser

3. The Performance Organiser
Document Life Cycle
Information managers have a responsibility to ensure the integrity of the information they are supposed to be in control of. Therefore, the information manager needs a form of uality control that:
Ensures what is published is authoritative
Ensure that what is published can be retrieved.
Ensure that what can be retrieved is the most up to date
Ensure that redundant documents are stored in a retrievable form should the need arise.
The Performance Organiser

4. The Performance Organiser
Document Life Cycle
Why a document life cycle:
Legislative requirements such as the Sarbanes Oxley act or other legal obligations
The need to ensure that what is published for general distribution is accurate, timely, traceable and readable.
To ensure that what needs to be read can be accessed by those that need or wish to read it.
For those documents that require it, to provide a full audit and archiving capability.
The Performance Organiser

5. The Performance Organiser
Document Life Cycle
The overarching principle of document management is:
One authoritative document version with a quality of content that is fit for purpose and timely, in one retrievable location, with one owner that is trackable from initial construction to final disposal.
The Performance Organiser

6. The Performance Organiser
Document Life Cycle
Four types or classes of document store
Local file stores or profiles in which draft, first cut or pre peer review documents are prepared.
Intermediate or “work in progress” file stores used to prepare documents for peer and quality reviews.
Publication Stores. Publication or “record” stores contain authorised masters, that is to say those documents which have a quality of content that is fit for purpose and have met the relevant style and information management standards
Archives. Archives contain document versions that for one reason or another (but usually changes to quality of content) are considered redundant.
The Performance Organiser

7. The Performance Organiser
Document Life Cycle
What follows are a series of document management guidelines, in the form of a framework process that covers the document life cycle from inception to final disposal.
Adopt, adapt, apply....
The Performance Organiser

8. The Performance Organiser
Document Life Cycle
The Performance Organiser

9. The Performance Organiser
Document Life Cycle
Research
The document life cycle starts when there is a need to commit something in writing in a retrievable form. Documents will have form or style as well as subject matter content. Initially, research will concern itself with the quality of its subject matter content.
Roles
Information editors and owners. In the case of documents, owners and editors may be one and the same.
Applied Information Quality Standards
First cut documents should be stored in local personal file stores that follow organisation folder naming conventions.
Document meta data standards should be applied.
Document style guide should be applied.
Version: 0.1 – 0.20 (guidance, allows for up to 20 sub increments). On each increment, document history is updated.
The Performance Organiser

10. The Performance Organiser
Document Life Cycle
The Performance Organiser

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Document Life Cycle
Draft
Draft documents are first cut pre review documents. In principle research
should be completed with the desired quality of content achieved. Organisation style and meta data has been applied.
Roles
Information editors and owners. In the case of documents, owners and editors may be one and the same.
Applied Information Quality Standards
Draft documents should be stored in local shared file stores that follow organisation folder naming conventions and are accessible for peer review purposes. Where possible, change tracking systems, where they exist, should be applied.
Version: 0.21 – 0.80 (Guidance: allows for up to 60 sub version increments for research updates). On each increment, document history is updated.
The Performance Organiser

12. The Performance Organiser
Document Life Cycle
The Performance Organiser

13. The Performance Organiser
Document Life Cycle
Peer Review
Primarily concerned with review of quality of content, peer review is in depth look at the content to ensure that it is factually and grammatically correct. Correction tracking mechanisms should be activated and their associated change markers visible.
Roles
Information editors and owners. In the case of documents, owners and editors may be one and the same.
Applied Information Quality Standards
Document meta data standards should be applied.
Document style guide should be applied.
Version: 0.80 – 98. On each increment document history is updated. Circulation and quality pages updated with reviewer names roles and review dates.
The Performance Organiser

14. The Performance Organiser
Document Life Cycle
The Performance Organiser

15. The Performance Organiser
Document Life Cycle
Style Compliance
Prior to publication and after peer review, quality control inspection to ensure that organisation style criteria has been met, a final spell and grammar check is applied. Assuming that quality of content is at the required standard, change tracking mechanisms can be switched off
Roles
Information editors and owners. The organisation librarian (responsible for final style check.
Applied Information Quality Standards
Document meta data standards should be confirmed.
Document style guide should be confirmed.
Visibility and access should be confirmed
File passed into the control of the document manager so that the master document index can be updated.
Version: 0.99
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16. The Performance Organiser
Document Life Cycle
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17. The Performance Organiser
Document Life Cycle
Limited Circulation
The document is placed on limited circulation, to test that visibility controls work and that the location of the document can be accessed by the target audience
Roles
Information manager and document librarian, communication manager, web master
Applied Quality Standards
Major version information management location defined. Publication date announced and confirmed.
Document transferred to publication folder structure.
Version: Major version increments added to document meta data by the document librarian. The document librarian is the ONLY person who transfers documents into the publication area of the document store.
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Document Life Cycle
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19. The Performance Organiser
Document Life Cycle
Pre Publication Review
The information manager ensures (in liaison with the librarian) that the final location of the publication can be accessed by the target audience and that those who wish to distribute the document are also informed of the publication version location. Where the roles exist, other people who may need to find the file for whatever reason are informed of the publication
Roles
Information manager and document librarian, communication manager, web master
Applied Quality Standards
Major version information management location defined. Publication date announced and confirmed. Consider transferring into secure PDF form. Remove superfluous meta data
Version: 1.00
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20. The Performance Organiser
Document Life Cycle
The Performance Organiser

21. The Performance Organiser
Document Life Cycle
Publish
The document is put on general circulation.
Roles
Information manager and document librarian, communication manager, web master
Applied Quality Standards
Communication plan and web site content adjusted to include new file locations.
Version: 1.00
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22. The Performance Organiser
Document Life Cycle
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23. The Performance Organiser
Document Life Cycle
Maintenance, Review And Archive
Two forms of maintenance, Quality of content, driven members of the authorised distribution list and time expired/version updates by the information management lint team
Roles
Information manager and document librarian, communication manager, web master, information owners and editors
Applied Quality Standards
Information management team review document index/catalogue and remove to archive out of date documents, or trigger a quality of content review. Archived documents stored for as long as document owners or legislative requirements demand. Archive structured as a mirror of the pre-publication and publication document stores. Information management staff are the only people who can transfer publication data into archive.
Version: 1.00
The Performance Organiser

24. The Performance Organiser
Document Life Cycle
The life cycle outlined in this presentation, coupled with the meta data and folder structure will provide a structured scalable method of managing, in terms of both quality of content and standards compliance, large and complex document libraries.
The general principles can be applied almost anywhere in their entirity, but are flexible enough to be adapted to suit organisational circumstances.
It is a key tool in the information managers armoury of tools and techniques
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25. The Performance Organiser
Document Life Cycle
URLs.
MS Office ™ Ribbon add in
Smart Documents and Control of document location
The Performance Organiser